Managed Moves data

The request was refused by North Yorkshire Council.

Dear North Yorkshire County Council,

Please can you provide the following data in relation to managed moves in schools over the last two academic years (2018/19 and 2017/18 or equivalent – please state where this is the case):

• number of children who have had a managed move

• number of children who have had more than one managed move

• number of managed moves that were successful (i.e. where children remained in their school beyond the 12-week period)

Yours faithfully,

Mr J Donaghue

Infogov - Veritau, North Yorkshire Council

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With Kind Regards,

 

Information Governance Team

North Yorkshire County Council 

 

cypsfoi, North Yorkshire Council

1 Attachment

Ref No:  N6815

 

Dear Mr Donoghue

 

Thank you for your email of 16 January 2020 requesting information/data in
respect of Managed Moves and specifically you wanted data from the last
two academic years (2018/19 and 2017/18). You have requested:

 

•           number of children who have had a managed move

 

•           number of children who have had more than one managed move

 

•           number of managed moves that were successful (i.e. where
children remained in their school beyond the 12-week period*) 

 

·         Within North Yorkshire we would expect that managed moves take
between 4 to 6 weeks normally.  It would be exceptional for the trial
period to be extended beyond that point.

 

I can confirm that we potentially hold this information. Unfortunately, it
is not in an easily retrievable format nor is there an automated mechanism
that would allow us to easily collate the requested data.  The large
geographical nature of North Yorkshire means that managing our In Year
fair Access (IYFA) cases, pupils who have been permanently excluded,
require medical provision or pupils who would benefit from a managed moved
we have seven Fair Access Panels (FAP) and seven Collaborative Panels.

 

In September 2019, as part of our drive to be more effective in respect of
all aspects of IYFA and to improve processes and administration we
introduced Fair Access Panels alongside our collaborative panels. This
action also required a significant change in the way that information is
recorded and by whom. Previously the administration of the collaborative
panels was carried out by our Pupil Referral Schools and therefore not
held centrally with each PRS holding the information differently.

 

In order to obtain the information you are requesting the Council would
have to obtain historical information held by our PRS’s.  This would
require checking data bases and cross checking hard copy information from
several different locations.   This would require working with colleagues
to understand how the information is held and extracting the information
in a suitable format that allows the accuracy of the information to be
confirmed.

 

Section 12 of the Freedom of Information (FOI) Act 2000 states that the
Council is not obliged to comply with a request for information if the
authority estimates that the costs of complying with the request would
exceed the appropriate limit. The Freedom of Information and Data
Protection (Appropriate Limit and Fees) Regulations 2004 has set the
appropriate limit as £450, based on a charge at £25 per hour.

 

The appropriate limit equates to one person spending 18 hours on the
following actions:

• determining whether the Council holds the information requested, and
• locating, retrieving and extracting the information requested.
• Potentially traveling to various locations to extract the information 
and carry out cross checking

 

The work required has been determined as follows:

 

• Retrieve Data from 7 Different Establishments (this will be electronic
requests in the first instance) – This will require a comprehensive
explanation of the information required to be sent to all locations
with a specific time line indicated  - 2 hours – Email creation x 7. 
Each email will be required to address any differences within each
area. 
• Assess Data from Each Location – This would require data in spread
sheet form and also hard copies of minutes/tables for each area.   On
average each collaborative meets 20 times per year and therefor the
data will need to be reviewed across all the meetings to ensure
accuracy.  Based on an  average, it is anticipated that this process
could take 21 hours (3 hours per area)
• Further Cross Checks to Prove Data – Extracting transport data for
each collaborative area to determine accurate time/dates of transport
to confirm data.  ( 5 hours)
• Confirmation of Success of the Managed Move – To determine success it
would be required to understand what criteria you consider success.
Within North Yorkshire if the pupil transfers from one school to the
other then the managed move (trial) would be considered a success.
However should your question be around the continued attendance at the
new school (beyond 12 weeks – full term) then this would require
consulting schools and requesting further data.   It would be
anticipated that this would be done via electronic means. However
without the numbers involved it is difficult to determine total time
involved.
• Visits – Only to be considered if the information is considered
unreliable or

requires clarification that cannot be resolved via electronic
communication. Time involved currently unknown.

 

Unfortunately the large amount of work required to respond to your
request, as described above, would exceed this limit. Consequently the
Council is not obliged to respond to your request.

 

If you are able to redefine the scope of your request, we would be happy
to consider whether we could respond to a revised request in under 18
hours.  In particular understanding what the information is required for
and if your request is about understanding the process as much as the
numbers, explaining how it benefits pupils and of course the difficulties
that a process such as managed moves can present. We could also provide
current accurate information from September 2019 to date as an example of
the numbers of pupils that we would normally expect to go through the
process.  As you will understand, the managed move protocol sits outside
the IYFA process (as required by the Admissions Code 2014) and is
essentially a process and agreement between to schools.  Any reformulated
request will be treated as a new FOI request.

 

Please find attached the Council’s appeals procedure for your information.

 

Please remember to quote the reference number above in any future
communications.

 

Yours sincerely,

Jessica

 

 

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